Solar Street Lights: Project Management, Technical...While this document should not be taken as a policy, standard or legislation, this document does provide guidelines to municipalities

Solar Street Lights: ProjectManagement, TechnicalProcurement Guidelines forMunicipalities

Alternative Energy Promotion CentreMinistry of Science, Technology and EnvironmentGovernment of Nepal

October 2014

SSL PM, Technical & Procurement Guidelines i

DisclaimerThis document was prepared under a strategic partnership between AEPC and CIG. The views expressedin this document are those of the authors and do not reflect the official opinions of AEPC or CIG.

SSL PM, Technical & Procurement Guidelines ii

ForwardSince its very establishment, the Alternative Energy Promotion Centre (AEPC) hasbeen promoting sustainable energy solutions to off-grid rural households andcommunities within Nepal. More recently, AEPC has also been promoting solaroptions to urban areas in an effort to lessen energy demand from the grid. TheGovernment of Nepal has recently initiated a new program on solar street lightingto light the streets in urban areas.

This document breaks fresh ground as being the first on this subject to bepublished within the country. Evolving technologies are providing the countrywith many different opportunities to light the streets and footways of urban Nepal. This guideline aims topromote renewable energy in urban areas, as well as to promote the necessary illumination that will keepour road users safe. In addition, the promotion of LED lights also lights the way to energy efficiency.

While this document should not be taken as a policy, standard or legislation, this document does provideguidelines to municipalities on different aspects of a solar street-lighting project. We hope that SolarStreet Lights: Project Management, Technical and Financial Guideline for Municipalities provides thefocus, knowledge and leadership required to “super charge” a Municipality when trying to provide a safeand pleasant environment for residents and all member of the travelling public. This document alsoserves as a reference to city planners, engineers and other local bodies that wish to promote solar streetlighting in the country.

Finally, I would like give special thanks to Mr. Bishal Parajuli, Mr. Laxman Khatiwada and the CIG team forbringing the idea, expertise and all the hard work needed to produce such a useful instrument.

Ram Prasad DhitalExecutive Director, AEPC

SSL PM, Technical & Procurement Guidelines iii

PrefaceThis document is provided to help you through the planning phases for setting up Solar Street Lighting(SSL), as well as to give you technical guidelines that will help you during the procurement, installation,and maintenance processes. In addition, these guidelines are given to help planners work better togetherwith the Alternative Energy Promotion Centre (AEPC) and any plan partners. This document is specificallydesigned for the municipality staff who are interested in starting a SSL program with assistance from theAEPC. These guidelines will help staff through each stage of the project, from expressing an interest tothe AEPC, to getting lights up and running. Others helping municipality staff may also be interested in thetechnical guidelines, as they contain a good summary of SSL and solar lighting technology. This documentis organized by:

Project management guidelines (Section 1)Technical guidelines (Section 2)Procurement guidelines (Section 3)Annexes

The annexed information included with this document contains information about SSL systems already upand running in Nepal, as well as samples of required forms, contracts, and plans. These best-practiceexamples and samples are included to help you produce a quality SSL program.

AcknowledgmentsThis document has been prepared by the following team:

Mr. Khemraj Bhandari, CIGMr. Bishal Parajuli, AEPCMr. Laxman Khatiwada, AEPCMs. Nilima Sharma Mainali, CIG

In addition, overall guidance was provided by Mr. Ram Prasad Dhital, Executive Director of AEPC, Mr.Samir Thapa, Assistant Director of AEPC, Mr. Jeffrey C. Fine, Director of CIG (a project funded by DFIDNepal, and managed by Adam Smith International) and Mr. Harry Jones from the Overseas DevelopmentInstitute London (ODI).

For more information, contact:Solar Energy Sub ComponentAlternative Energy Promotion CentreKhumaltar, LalitpurLalitpur Sub Metropolitan City, NepalTel: +9771-5539390, 5539391Fax: +9771-5542397www.aepc.gov.np

http://www.aepc.gov.np/

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Table of ContentsSection 1.Project Management Guidelines for SSL ..................................................................................... 1

Managing & Funding SSL Projects .......................................................................................................... 1

Funding Requirements ...................................................................................................................... 1

Human Resource Requirements ........................................................................................................ 2

Allowing Enough Time ....................................................................................................................... 3

The Staging of SSL Projects .................................................................................................................... 4

Stage 1. Social Feasibility and Demand .............................................................................................. 4

Stage 2. Assessing Feasibility ............................................................................................................. 5

Stage 3. Procurement Process ........................................................................................................... 6

Stage 4. Contracting and Installation ................................................................................................. 8

Stage 5. Operation & Maintenance .................................................................................................... 9

Project Planning Checklist ................................................................................................................ 11

Section 2. Technical Guidelines for SSL .................................................................................................... 12

Introducing SSL Technology ................................................................................................................. 12

Components Used in a SSL System ...................................................................................................... 12

Solar PV Module or Panel ................................................................................................................ 12

Solar Charge Controller.................................................................................................................... 12

Solar Battery.................................................................................................................................... 13

LED Light or Lamp ............................................................................................................................ 13

Light Pole & Metal Support Structure .............................................................................................. 14

Sample Specifications for a Pokhara SSL System .................................................................................. 14

Assessing the Technical Feasibility of a SSL Project .............................................................................. 14

Street Lighting Requirements .......................................................................................................... 15

Retrofit or New Installation?............................................................................................................ 15

Central System or Standalone SSL? .................................................................................................. 15

Sunlight & Shade ............................................................................................................................. 15

SSL Technical Design & Installation ...................................................................................................... 16

Solar Power System Design .............................................................................................................. 16

PV Panel Sizing ................................................................................................................................ 16

Charge Controller Sizing................................................................................................................... 16

Battery Sizing................................................................................................................................... 16

System Example .............................................................................................................................. 17

Selection of Lamp & Recommended Levels of Illumination .............................................................. 18

SSL PM, Technical & Procurement Guidelines v

Lamp Selection ................................................................................................................................ 18

Mounting Height of Lights ............................................................................................................... 19

Spacing & Space-Height Ratio .......................................................................................................... 19

Placement of SSL Poles .................................................................................................................... 19

Best Practices for LED Street Lighting ............................................................................................... 21

Recommended & Mandatory SSL Features for AECP Compliance ..................................................... 21

SSL Operation & Maintenance ............................................................................................................. 21

Electrical Safety ............................................................................................................................... 22

Electrical Protection ........................................................................................................................ 22

Mechanical Components ................................................................................................................. 23

General Diagnostics ......................................................................................................................... 23

Advantages of SSL & LED Technology ............................................................................................... 24

Section 3. Procurement Guidelines for SSL .............................................................................................. 25

Preamble from PPA 2063..................................................................................................................... 25

Public Entity, a Definition................................................................................................................. 25

Procurement Guidelines in Detail ........................................................................................................ 25

Procurement Methods (from PPA 8) ................................................................................................ 25

The Procurement Process for Goods, Works & Services ................................................................... 26

The Procurement Process for Consultancy Service ........................................................................... 27

The Procurement Process for Service............................................................................................... 28

Provision for Direct Procurement: Goods and Service (from PPA 41) ............................................... 29

Tender Document Fees (from PPR 48) ............................................................................................. 30

Validity Period for Tenders & Proposals (from PPR 54)..................................................................... 30

Annexes .................................................................................................................................................. 31

Annex 1.1: The AEPC Pre-feasibility Form ............................................................................................ 32

Annex 2.1: Sample EOI for a SSL Project............................................................................................... 36

Annex 2.2: Sample Procurement Report for a SSL Project .................................................................... 40

Annex 2.3: Sample Working Procedure for the PPP SSL Committee ..................................................... 58

Annex 2.4: Sample SSL Project Contract............................................................................................... 65

Annex 3.1: Sample Call for EOI for Advertising on SSL Poles ................................................................. 98

Annex 3.2: Sample Advertising Contract for SSL Project ..................................................................... 102

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List of TablesTable 1. Typical costs for SSL ..................................................................................................................... 1Table 2. SSL project planning checklist ..................................................................................................... 11Table 3. Sample specifications for the Pokhara SSL System ...................................................................... 14Table 4. Road types and characteristics ................................................................................................... 15Table 5. Types of street lighting lamps ..................................................................................................... 18Table 6. Recommended illumination based on road type ........................................................................ 19Table 7. Recommended mounting heights based on road type ................................................................ 19Table 8. Best practice chart for LED street lighting ................................................................................... 21Table 9. Troubleshooting chart for SSL .................................................................................................... 23Table 10. Procurement guidelines per PPA 8 ........................................................................................... 25Table 11. Consultancy service procurement guidelines ............................................................................ 27Table 12. Criteria and marks for evaluating proposals ............................................................................. 29Table 13. Tender document fees by amount............................................................................................ 30Table 14. Validity periods for tenders ...................................................................................................... 30

List of FiguresFigure 1. Content suggestions for a solar expert ToR ................................................................................. 2Figure 2. Content suggestions for a project coordinator ToR ..................................................................... 3Figure 3. What is an output-oriented procurement process? ..................................................................... 5Figure 4. Solar PV Modules mounted on a pole ....................................................................................... 12Figure 5. Solar Charge Controller ............................................................................................................. 13Figure 6. Solar GEL Battery (side and top views) ...................................................................................... 13Figure 7. Solar LED Lamp / Luminaire ...................................................................................................... 13Figure 8. Standalone SSL system on pole ................................................................................................. 14Figure 9. Spacing and space-height ratio ................................................................................................. 19Figure 10. Single-sided arrangement of poles .......................................................................................... 20Figure 11. Opposite-side placement of poles ........................................................................................... 20Figure 12. Offset arrangement of poles ................................................................................................... 20Figure 13. Axial arrangement of poles ..................................................................................................... 20

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Table of Acronyms AbbreviationsAbbreviation DescriptionAC Alternating currentAEPC Alternative Energy Promotion CentreCIG Centre for Inclusive Growth (Nepal)CRI Colour Rendering Index (as in light source rating)EOI Expression of Interest (application)DC Direct currentDDC District Development Committee (the term municipality is used in this document)GoN Government of NepalHPS High Power Sodium (as in light fixture)LED Light-emitting diode (technology)lux Unit of luminosityMoSTE GoN’s Ministry of Science, Technology and EnvironmentMPTT Maximum Power Point Tracking (as in solar charge controller)NEA Nepal Electricity AuthorityNPR Nepali Rupee (ISO 4217 code)ODI Overseas Development Institute (London)PPA Public Procurement ActPPMO GoN’s Public Procurement Monitoring OfficePPP Public-Private Partnership (as a mode of operation)PWM Pulse Width Modulation (as in solar charge controller)RfP Request for ProposalSSL Solar Street LightsToR Terms of ReferenceVDC Village Development Committee (the term municipality is used in this document)

SSL PM, Technical & Procurement Guidelines 1

Section 1.Project Management Guidelines for SSL

Managing Funding SSL ProjectsInstalling and managing Solar Street Lighting (SSL) requires a considerable amount of resources, bothfinancial and in human resources. This section provides guidance on how to manage the installation andmaintenance of SSL from start to finish, drawing on past experiences of installing SSL in Nepal.

Funding RequirementsA SSL system is a costly bit of infrastructure, and requires considerable funding. These systems requirehigh-tech components, to include deep cycle batteries, electronic controllers and Photovoltaic (PV) panelsfor example. In addition to the initial costs of parts, there is a need for skilled engineers to design andassemble the systems and ensure that they are properly installed onsite. In addition, repair andmaintenance is needed, as well as replacement parts when component lifespans expire. Salaries for thepeople who will operate and look after the maintenance of the SSL system is also a consideration.

Choosing different options for various components will result in different cost profiles. However, it wouldbe a mistake to think that a system that has cheaper components is likely to be the least expensiveoverall: cheaper components will often have shorter lifespans or shorter warranties, or may require moretime and money spent on their maintenance and upkeep. You may pay less money up front forinstallation, but you may end up paying considerably more in total over the life of the system. In addition,cheaper components will result in more frequent interruptions to the lighting service.

In this light, it is recommended that you ask firms bidding during the procurement process to provide abreakdown of the total costs, estimated over a 10-year timeframe (minimum). Also make sure that costsare inclusive, especially for replacement parts (according to their expected lifespan), as well as the cost ofroutine maintenance and the appreciation of component costs & operation. In addition, look for longwarranties on parts and services.

Table 1 shows cost estimates for installing and maintaining SSL. It should be noted that different types ofsystems will have different levels of cost, but as solar technology progresses and solar companiesadvance, SSL may become less expensive over time. At the time of writing, here are the typical costs forSSL:

Item Cost Type Cost in NPRSSL, standalone type, having asingle light arm design

Unit 120,000 per unit

Maintenance and replacement-parts

Annual 5,000 per unit

Table 1. Typical costs for SSL

In some cases, rights to advertise on the SSL poles have been sold in order to defray the installationand/or maintenance costs. For example, in Butwal, this strategy raised NPR 9,600 per-pole, per-year; inPokhara, NPR 20,400 per-pole, per-year was raised. These cases show that as long as the lights are ingood working order, SSL systems can be a regular and ongoing revenue stream.

Section 1. Project Management Guidelines


Human Resource RequirementsCase studies show that there are considerable human resource requirements for installing SSL. There arethree main requirements for municipalities or others to staff the program:

1. Technical expertise2. Procurement & process knowledge3. Coordination

Technical ExpertiseYou will need to draw on technical expertise in the field of renewable energy and solar technology. If yourengineers don’t have this capacity in-house, the AEPC may be able to provide help in this regard. But inabsence of having sufficient access to these resources, you will need to bring in external help in order toensure the quality and value for money of your SSL system.

Anywhere from 10 to 40 days of time may be required from a solar expert. Some suggestions for a solarexpert ToR is provided in Figure 1 below:

Figure 1. Content suggestions for a solar expert ToR

Procurement and Process KnowledgeEnsuring that procurement processes, financial flows, etc. are compliant with relevant Government laws,procedures and rules is not easy, but getting this right is a necessary component for a successful SSLinitiative. Some projects may have relatively straightforward requirements, for example, where onlygovernment money is involved. However, when other sources of funding are involved, or the SSL isoverseen by others (user groups, PPP modality, etc.) then procurement and process matters becomecomplex.

Content suggestions for a solar expert ToR

Tasks might include:

Drafting technical specifications or providing feedback on draft specificationsAssistance with assessing tenders, for example, drafting a mark scheme, evaluatingproposals, etc.Input to the SSL installation contract agreement documentTechnical oversight, equipment inspection and quality check, component testing andsign-off of the installed SSL

Required competences might include:

Bachelor’s degree in Electrical or Electronics Engineering, followed by a Post-graduatedegree in engineering or other related fieldAt least 5-years work experience in the design, installation and maintenance of solar PVlighting

Note: The solar expert selected should have no formal or current association with thecompanies responding to the procurement EOI.



In this case, AECP advice is to have access to an expert in procurement law involved with the project, forexample, a resource from the public procurement monitoring office, or your district administration officecan help you through each step of the program delivery process.

CoordinationCrucial inputs will be required from a number of different stakeholders throughout the program. Somewill need to be kept informed, and there are some issues that will arise where collaborative andnegotiated decisions will be need to be made. Without someone who is actively facilitating andcoordinating the process, this may not happen, so it is strongly recommended that a SSL projectcoordinator be involved, one who can help liaise between groups and ensure the smooth management ofthe program. Some suggestions for a project coordinator TOR is provided in Figure 2 below:

Figure 2. Content suggestions for a project coordinator ToR

Allowing Enough TimeCompleting a SSL project takes time. While the actual installation process can take as little as 3 months,the process of completing the full project will take at least 9 months after all the steps are completed. Fora summary checklist of project steps, see Table 2. SSL project planning checklist on page 11, and for a fulldescription of the steps needed to complete the program, see The Staging of SSL Projects that follows.

Content suggestions for a project coordinator ToR

Tasks might include:

Liaise with local stakeholders, including community groups, business associations, etc.Convene meetings for SSL partnerships, working groups, etc.Manage tasks and activities on a day-to-day basis, to include follow-up on issuesFacilitate the planning and management of SSLPerform administration and financial reporting

Required competencies might include:

At least 10 years of experience working in, or directly with, local governmentStrong stakeholder engagement or mobilization skills



The Staging of SSL ProjectsSupporting the installation of SSL requires the completion of certain tasks during different project stages.This section describes what is needed at each stage, highlights some potential challenges, and suggestsways to overcome these challenges.

Stage 1. Social Feasibility and DemandYou will need to submit a letter to the AEPC indicating your interest in installing SSL, and highlight thecommitment of local stakeholders. Your responsibilities at this stage are to:

Complete the AEPC Pre-feasibility form (see Annex 1.1: The AEPC Pre-feasibility Form on page 32)Conduct a social feasibility assessment with local consultation with private sector and communitygroupsProvide initial information on likely budget commitmentsWrite to the AEPC about your interest in building SSL systems

Assessing social feasibility is carried out first. You should consult with local stakeholders to find theanswers to the following questions:

Who would like to have SSL?Where would SSL make the biggest impact?Who would be likely to benefit from SSL?Who is willing to give time and/or money to help ensure that SSL is installed?Does the land or building owner permit the erection of a SSL unit on their property?

You should have a wide consultation. Discuss the project with many local stakeholders. In particular, findareas of the municipality that has the biggest need for lighting. Then, drawing on the interestedstakeholders identified in the social feasibility assessment, establish a working group or coordinatingcommittee to oversee the SSL project.

The first task for this group is to assess where to install lights, what types of system might be required,and what the available budget and capacities might be. In addition to management and financialarrangements, stakeholder expectations should be identified regarding lighting requirements (forexample, how bright, what times, warm or cool light output, etc.).

Based on the results of this consultation, the SSL committee should fill out a Pre-Feasibility form (seeAnnex 1.1: The AEPC Pre-feasibility Form on page 32, or the AEPC website). This form helps you providedetails and estimates about your municipality needs and interests in SSL. In particular, you will include theamount of your own budget that you can commit to the project, and information about other fundingcommitments from local stakeholders. Attach this form to a demand letter, and then send to the AEPC.

The AEPC will select a number of SSL projects and provide them with financial and technical support, aswell as help with the facilitation of the program. AEPC prefers to provide assistance to projects where:

The proposed project is of a larger scale (more than 20 lights)There is a high level of funds committed by the municipality and other stakeholders



Stage 2. Assessing FeasibilityAt this stage, you assess the technical feasibility of the SSL project, set broad parameters for your SSLprogram, and make arrangements that ensure a smooth project roll-out. The key responsibilities for yourmunicipality at this stage are to:

Oversee the technical feasibility assessmentFinalise resource commitments from involved stakeholdersDraft a detailed plan for funding, management, technical and procurement

The SSL committee or working group should now work to fix key parameters for the technical feasibilitystudy. This involves assessing the proposed area for the SSL, identifying project requirements and needs,as well as identifying potential obstacles and challenges for the installation and operation of SSL in thetarget area. The output of the feasibility study often contains fixed specifications for the SSL system, butalternatively, you can opt for an output-oriented procurement process as explained in Figure 3 below:

Figure 3. What is an output-oriented procurement process?

Certain challenges may arise during your stakeholder consultation and decision-making processes, andthe following are worthy of note:

Challenges during this StageIn some cases, stakeholders may demand that lights are placed as to provide them with maximumbenefits. For example, a stakeholder may ask for poles to be put in front of their shop or house, whileothers may ask to put poles on the borderline of main roads and sidewalks. Here is an appropriateresponse:

Lights should be installed where there might be the highest potential to attract funding (fromcommunities, businesses or advertisers), and where they might have the biggest impact onpeople’s personal security and/or on the local economy.

What is an output-oriented procurement process?

Output-oriented procurement means that instead of requiring SSL companies to provideproposals that involve particular inputs or technical specifications, you require that a certainoutput is produced (e.g. 40W light for 6hrs per night), giving companies flexibility on how thesystem is designed to specifically deliver these outputs.

The advantage of output-oriented procurement is that it gives space for innovation, enablingpotential cost savings and improving overall effectiveness. It also means that you can draw on thetechnical capacities of the private sector when designing your SSL.

There have been some cases where sub-standard SSL systems have been installed due to poorlychosen technical specifications being fixed (as part of the feasibility study). The biddingcompanies had reported to the municipality reasons why the SSL specifications would notproduce enough light, but were unable to propose a different design due to the fixedspecifications.



Often it is difficult to judge genuine ownership; people may express interest at meetings but may nothave the sufficient commitment required to actually assist with the process. Here is an appropriateresponse:

Stakeholders who wish to be involved in decision making and management of lights, and thosewho wish to most directly benefit from them, should be required to make contributions towardsthe installation and management process (whether in-kind, or in funds). You should also movequickly from project concept towards real actions as soon as possible.

In some cases there may be an interest to pursue SSL projects in different locations within the samemunicipality. Here is an appropriate response:

Where possible, SSL projects in multiple sites should be grouped under one umbrella project, atleast for the duration of the procurement and installation phases. You should group more thanone project together at the earlier stages in order to allow for efficient use of human resources,as well as to gain economies-of-scale from SSL suppliers. After installation of different SSLsystems across multiple sites, the management and maintenance of these sites can beunbundled, where the ongoing management and maintenance is handled by those directlybenefiting from the lights.

In some cases, the proposed sites may have existing poles owned by the Nepal Electricity Authority (NEA).Here is an appropriate response:

Consult with the NEA to see if existing light poles can be used to mount the new lighting system,thus saving on the cost of poles.

Finally, based on SSL committee decisions, and on the technical feasibility assessment, a detailed plan forthe installation and management of the SSL should be submitted to the AEPC that includes the finalisedresource commitments. The AEPC can provide different types of support during this stage, to include:

Technical assistance with the feasibility studyAssistance with mobilization of local stakeholders and the private sectorMunicipal funding contributions (based on full proposals received by the AEPC and approved byMoSTE)

Stage 3. Procurement ProcessAt this stage, a formal procurement process should be constructed that chooses a preferred company toinstall the SSL. The recommended procurement process is described in full here: Section 3. ProcurementGuidelines for SSL on page 25, but in short, your responsibilities are to:

Publish a call for EOIsShortlist companiesPublish a request for full proposalsEvaluate the proposalsIdentify the winning bidder



The following provides suggestions for the management of a process acceptable to key stakeholders, andcontains suggestions on how to get high quality, good value products and services. Basically, you need to:

1. Set SSL parameters2. Inform key groups3. Conduct stakeholder evaluations4. Begin to mobilize funding

Setting SSL parametersIn order to set the key details in the call for EOIs, technical staff, non-technical staff, and the intendedbeneficiaries of the lights should all be brought together make these key decisions. While technicalcapacity is required in order to write these documents, decisions about technical parameters do haveimplications for funding and the output of the SSL, and hence the preferences of other stakeholders mustbe taken into account. During this stage, make sure that intended beneficiaries and all funders of the SSLare able to discuss the options for SSL design with the technical staff.

Inform Key GroupsIt is recommended that key stakeholder groups - in particular those who will be relied upon for funding,or for the future management, operation or maintenance of the SSL - should be kept regularly informedof the process as it progresses. Without transparency and an openly managed process, even a fairly runprocurement processes can come up against perceptions of corruption or favouritism.

To avoid this situation, request that bidding companies make public presentations of their proposal andare available to answer questions from local residents, the AEPC and the target municipality at large.

Conduct Stakeholder EvaluationsIn some cases, it may be appropriate to give role-evaluating proposals to representatives of keystakeholder groups and funders. This helps build trust between implementing partners, and also helpsensure that the bids chosen meet the needs and preferences of the key groups.

Look for opportunities to give elements of the proposal evaluation to representatives of SSL funders andother key stakeholders. These representatives can help evaluate the non-technical dimensions of theproject, such as the organisational capacity of SSL companies (functioning of the SSL Company branchoffice, reputation for good after-sales and service, past performance of the company, etc.).

Begin to Mobilize FundingAlthough the exact cost of the SSL will not be known until a preferred bidder is selected, it will be usefulto begin to mobilise funding in advance of the selection. Especially where community groups arecontributing funds, or the intended users or beneficiaries of the SSL will be making a contribution,collecting these funds may take some time. Plans and activities relating to funding mobilisation shouldstart as early as possible.



Main activities during this state include:

The municipality is leading the procurement processThe AEPC is kept informed, and is involved overseeing or providing the technical assistancerequired for the procurement processLocal groups are kept up-to-date and consulted, and in the case that they are contributingfunding (Public Private Partnership mode) local groups are made part of the working groupoverseeing the procurement processIn cases where it has been decided that partial funding for the installation can be raised throughselling advertising on light poles, potential advertisers are contacted for interest in the program

Stage 4. Contracting and InstallationAfter a winning bidder is selected from the procurement process, a number of tasks must be completedbefore you have a functioning SSL up and running. Your responsibilities are to:

Finalize the contract with the winning bidderOptionally, find an advertiserMobilise fundingOversee the installation

For legal requirements laid out in the Public Procurement Act (PPA), see Section 3. ProcurementGuidelines for SSL on page 25.

Finalising the SSL Contract A contract must be negotiated with the winning bidder (or, if no contract can be agreed with the winner,a move to the second-placed company is made). A sample contract is provided on page 65 to help in thisregard. Some of the main management tasks for contract negotiation and signing include:

Making adjustments to the plan: many of the key parameters for lights will have been set as partof the tender submitted during the procurement process, but it may be that some details willneed to be adjusted to take into account new information or preferences realized along the way.

Making adjustments to costs: costs may be slightly different depending on several factors, forexample, exchange rate differences between when the proposal was submitted and when theprocurement process concluded. Deals and discounts may be negotiated at this stage as well.

Establishing the payment schedule: possibly the most important issue in the contract will be thepayment schedule, and how it is linked to equipment delivery and installation milestones. Forexample, the company will need sufficient money to purchase materials, while the municipalityand SSL committee will want to ensure the company has sufficient incentive to perform. So it iscrucial to design payment milestones, and the percentage of payment for each milestone, in away that spreads the risk between the company and the municipality. Note that performanceguarantee deposits can be used here.



Finding an AdvertiserIf it has been decided to sell advertising on the SSL poles, now is the time to make that happen. A call forproposals should be published and advertised widely, and the winning advertiser should be selected. Thecompetition can be based solely on which company bids the highest amount per pole, or they could besold off in blocks, if one single advertiser cannot be found. A sample Call for EOI can be found on page 98,as well as a sample Advertising Contract on page 102; these documents will help you set up advertisingon SSL poles.

Planners should be sensitive regarding local businesses who may be concerned about out-of-townadvertising being placed right outside their own business establishments. Concessions can be made; forexample, the plan could specify keeping a certain number of poles for local advertisements.

Managing and Mobilising FundsIt will be important at this stage to ensure that funds are transferred from the various groups in a PPPmode of implementation, and here are a few recommendations in this regard:

In the case where the installation is being handled by a body outside the municipality, it is wise toagree on basic financial procedures and reporting systems, with oversight coming from allstakeholders who are providing the funding

Establish a bank account to manage the shared funds, where signatures are required fromrepresentatives of each stakeholder group

Where other stakeholders are transferring money that will be managed by the municipality, it isrecommended that heightened transparency measures are put in place

Overseeing the installationMany of the installation tasks may require assistance or compliance from local stakeholders, for example,to ensure that the foundations and poles are installed properly and that the road is kept clear as theconcrete sets, or when panels must be installed on buildings where owner cooperation is needed. It issuggested that this cooperation is achieved by working with, or through, local groups andrepresentatives, as well as with the SSL coordinator, who should be on hand to help facilitate a smoothinstallation.

Some of the main management tasks for overseeing the installation are to:

Establishing the permissions for advertising, and the use of local infrastructure and roads

Monitoring the release of AEPC funding according to tranches, as agreed upon during thefinalizing the SSL contract. AEPC may also provide technical assistance with carrying outcomponent testing and technical checks, and this needs to be managed as well

Managing the assistance given by local stakeholders to the installing company, and making surethe company has access to installation sites

Stage 5. Operation MaintenanceOnce the SSL system is installed, various ongoing tasks are needed to ensure the system continues tofunction, so it is recommended that a user committee be established. Members of the user committeeshould come from groups who have funded the lights - but more important - there should be community



and business representatives on the committee who live on the roads where the lights have beeninstalled. These members will be responsible for the ongoing functioning of the system (including ongoingoperation and maintenance).

Managing Maintenance TasksA discussion of SSL maintenance tasks can be found on page 22, but here are a few guidelines on how tomanage maintenance tasks:

Preventative maintenance can be carried out by training local individuals who are part of, ormanaged by, the user committee - with spare parts provided by the SSL Company. But majormaintenance should be carried out by the company that initially installed the SSL system.

Stocking of key spare parts is managed, with the commitment to stock made during theprocurement process. This commitment should include a provision for purchasing spare parts at areasonable price.

Alternatively, the maintenance of SSL systems can be put out to bid as part of an annual servicecontract; as this approach has proved successful in past SSL projects completed in Nepal.

Funding SSL MaintenanceThe funding for maintenance should be budgeted before the SSL system is installed. If advertising hasbeen sold on the poles, then these revenues may be the primary source for funds, or otherwise, the fundsshould be mobilised from the municipality budget and local stakeholders. In some instances, there maybe excess funding remaining (where advertising revenues are more than maintenance costs). In this case,the savings can be assigned to future maintenance costs, or the saving could be used to fund theinstallation of more lights, so the SSL system grows as the years go by.



Project Planning ChecklistTable 2 summarises the key stages of the process for applying for, installing, and managing a SSL system,to include a checklist of your responsibilities and the assistance you can expect from the AEPC:

Stage Municipality Responsibilities AEPC AssistanceStage 1.Demand

Complete pre-feasibility formProvide information on likelybudget commitmentsConduct a social feasibilityassessmentWrite to the AECP expressinginterest in building a system

Select municipalities to be givensupport for feasibility andprocurement stages, based on thelevel of the local budgetcommitment and scale of theprojects

Stage 2. Feasibility Form a SSL committee withassigned SSL coordinatorOversee a technical feasibilityassessmentFinalise resource commitmentsfrom involved stakeholdersSend AECP a detailed project plan(funding, management,procurement, etc.)

Provide technical assistance tochosen municipalitiesSend Mobilisers where apartnership approach is to be used,and mobilizers provide supportBased on final plans received,recommend to MoSTE the projectsselected to receive AEPC funding

Stage 2.Procurement

Oversee the procurementprocess:Publish a call for EOIsShortlist companiesPublish RFPEvaluate proposalsIdentify the winning bidder

Support provided on technical andprocurement detailsOngoing mobilisation andcoordination support

Stage 4.Contracting &Installation

Finalize contract with winningbidderMobilise fundingOversee installation

Inputs to the development contractmilestones and funding tranches inthe SSL contractTechnical experts provided tomonitor and oversee contractordeliveryTranches of funding released to themunicipality based on monitoringassessments

Stage 5.Ops & Maintenance

Establish committee to overseeoperation & maintenance

Technical assistance provided to thecommittee on demand

Table 2. SSL project planning checklist

Section 2. Technical Guidelines for SSL

Introducing SSL TechnologySolar Street Lighting Technology is a renewable energy solution used for illuminating road, pathway,parking place or other similar outdoor areas. A standalone SSL system is an outdoor lighting unit used forilluminating a street or an open area, and having no connection to the local electricity grid.

Solar Panel or Solar Photovoltaic (PV) Modules convert solar energy into electricity, which is stored in thebattery via a solar charge controller. The Solar Light (preferably an energy efficient LED) will work duringnight times automatically by incorporating a light-sensor control, and provide light during evening andnight hours only. In a stand-alone SSL system, direct current (DC) power is used to operate the connectedLight Fixture, unlike the use of alternating current (AC) that is supplied through the local electricity grid.Electricity generated by the solar panel charges the battery during the day, which is then discharged andpowers the Solar Light from dusk to dawn. All switching of lights from on to off is done automatically,with no direct intervention required.

Components Used in SSL SystemThe SSL system consists of a solar PV module,a deep-cycle storage battery, a solar chargecontroller, a Solar Lamp or Luminaire, inter-connecting wires and cables, and a modulemounting metal pole to include hardware anda battery box. See Figure 4 for an illustrationof a single SSL system on a pole.

Solar PV Module or PanelSolar panel electricity systems, also known assolar photovoltaic (PV), capture the sun'senergy using photovoltaic cells. These cellsproduce electricity when direct solar radiationfalls into them, but they can also generate some electricity on a cloudy day, even when there is no directsunlight. The cells convert the sunlight into electricity, which can be used to run the lighting units. Thesolar PV module capacity is measured in Watt-peak (Wp). In solar street lights, PV panels are generallymounted on top of the metal pole as shown in Figure 4.

Note: in Nepal, solar panels should be mounted at an angle of 30-45° facing south, so that it receivessolar radiation throughout the day.

Solar Charge ControllerThe solar charge controller is generally placed with the street lamp set, or in the battery or control box,provides light control, time control, battery overcharge and over discharge protection, as well as reversepolarity protection for the system. Intelligent (advanced) charge controllers have additional functions forlight control, power control, time control and intelligent charging and discharging. Use of an intelligentcharge controller extends the life of the battery and reduces maintenance and operation costs, providing

Figure 4. Solar PV Modules mounted on a pole

Section 2. Technical Guidelines


better value for the money. Solar charge controllers arerated in Amperes (Amps). The commonly availabletechnologies are Pulse Width Modulation (PWM) andMaximum Power Point Tracking (MPPT) controllers.

Solar BatteryBatteries are used to store electricity generated by thesolar panels during the day, so that generated electricitycan be used during the night, or as needed. Batteriesallow for lighting even when the system is not charging.Solar applications typically use deep-cycle batteriessince they can endure repeated and deep discharges,which are typical in off-grid renewable energy systemslike SSLs. There are various types of batteries currently used in SSL systems; but maintenance free GELbatteries are preferred over traditional lead acid batteries that require more maintenance (see Figure 6for photo of a solar GEL battery). In a standalone SSL system, the battery is placed in a water proof box

attached to the pole. The form of electricity stored and supplied from the battery is DC. The batterycapacity is measured in Ampere-hour (AH) and the most commonly available battery voltage systems are12 Volt, 6 Volt and 2 Volt.

LED Light or LampThe most important element of a SSL system is thelight source, which is mounted on an arm attached tothe main pole. An electric light source is a device,which transforms electrical energy into visibleelectromagnetic radiation, or in simple terms: light.This light source is the principal determinant of thevisual quality, as well as the cost & energy efficiencyof the illumination system. The preferred type of lightsource is LED (Light Emitting Diode), and LEDs arerated in watts at the required voltage level. LEDscombine perfectly with solar energy, as LEDs operateunder low voltage, low heat and low powerrequirements. LEDs are also preferred the lightsource for SSL, as LEDs provide much higher lumens

Figure 5. Solar Charge Controller

Figure 6. Solar GEL Battery (side and top views)

Figure 7. Solar LED Lamp / Luminaire



with lower energy consumption. The energy consumption of a LED fixture is at least 50% lower than HighPower Sodium (HPS) fixtures, which are widely used as a lighting source in traditional (non-solar) streetlighting systems. See Figure 7 for a photo of a Solar LED fixture.

Light Pole Metal Support StructureThe support structures are the metal framed light poles orroof-mounting solar panel structure that will hold the solarpanel and other parts of the system. These light poles aredesigned to hold all the solar electric items (PV module, lamp,battery and controller) and should withstand badenvironmental conditions, such as high winds. For an outdoorapplication, the metal pole is required to be galvanized toavoid corrosion and rust. See Figure 8 for diagram of SSL onpole.

Note: a certain distance must be maintained between theexisting municipality electricity supply line and the newlyconstructed metal pole. Per NEA rule, the metal pole shall bemounted at least 1.25 meters away from the existing 415 Voltand 11kV power distribution lines.

Sample Specifications for Pokhara SSL SystemThe following table illustrates specifications for a case-study example of a SSL system already in operation(in Pokhara, Nepal). For more information on this project, see page 40.

Solar Panel 150 Wp under STC (Cell Efficiency 17%)Battery Deep Cycle Tubular GEL 12 Volt, 100AH@C10

Light Source 40Watt LED (Minimum 100 lumen/watt light output, minimum value of CRI 70,LED view angle above 120°, and minimum 50,000 hours LED life)

Charge Controller 20 Ampere, PWM controller

Light Output Minimum 15 LUX when measured at the periphery of 5 meter diameter fromthe height of 7.5meters.

Mounting Height 7.5 meter pole (out of 9 meter total pole length)Duty Cycle Dusk to Dawn (6 hours full power+ 6 hours half power)Battery Autonomy Above 2 daysLight Pole Hot Deep Galvanized with 100mm diameter and 4mm thickness at bottomWarranty Overall system component warranty: 5 years

Table 3. Sample specifications for the Pokhara SSL System

Assessing the Technical Feasibility of SSL ProjectWhen assessing the technical feasibility of SSL, there are several factors to be considered:

Street lighting requirementsWhether to retrofit or install new polesWhether to design a central system or use standalone systemsPlacement of poles considering sunlight and shade

Figure 8. Standalone SSL system on pole



Street Lighting RequirementsWhen designing or making changes in street lighting, it is important to first understand the lightrequirements of the road being lit. Best practice case studies show that better-designed street lighting isbased on the traffic density of the road being lit. Using Table 4, the engineer can match the type of roadwith specifications discussed further in this section:

Retrofit or New Installation?Based on the purpose and lighting requirements of the roadway, as well as the age of the existing lightinginfrastructure, a decision is made on whether a new design and installation of street lighting is required,or whether the project goals can be best accomplished by retrofitting the existing lighting infrastructure.To retrofit existing street lighting, it must be determined whether the existing poles can be used(replacing only the lighting system itself), or if the ground needs to be dug up to construct new bases forpoles.

Central System or Standalone SSL?Standalone solar street lights have photovoltaic panels mounted on the light pole or structure. Eachstreet light has its own PV Module or panel, battery storage and charge controller, and is independent ofthe other lamps. The SSL system in Pokhara is an example of a standalone system. In a central system,arrays of PV panels are fixed at a convenient location and the power output from the source is distributedto lights in a particular group via distribution cables. Preference of one system over the other will dependon the location, and on the technical losses that can occur during power distribution.

Sunlight ShadeJust a little shade can affect solar panel power-output dramatically. Diffuse shade from a soft source, likea distant tree branch or cloud, can significantly reduce the amount of light radiation reaching solar panelcells. Hard sources stop significant light from reaching solar cells, such as debris or bird droppings

Note: even if one full cell is hard-shaded, the voltage of the solar panel drops to half, in order to protectitself. If enough cells are hard-shaded, the PV module will not convert any energy, and will become asignificant drain on the entire system. So it is important to consider PV panel placement in relation tothese regions of soft and hard shading.

Type ofRoad Road Characteristics Typical Vehicle Speed

A Important traffic routes carrying fast track >60km/h

B Main roads carrying mixed traffic including cycles >30 km/h and <60 km/h

C Secondary roads with considerable slow moving vehicles,such as shopping streets

>5km/h and <30km/h

D Residential and unclassified roads Walking speedTable 4. Road types and characteristics



SSL Technical Design InstallationWhen designing SSL systems, there are many technical factors to be considered:

Solar power system design (to include PV panel size, battery size, charge control capacity, etc.)Lamp selectionMounting height for lampsSpacing and placement of poles

In addition, there are documented best practices to follow, as well as recommendations and mandatoryrequirements as laid out by the AEPC.

Solar Power System DesignSeveral basic factors need to be considered when designing solar power systems, and they include:

The average sunshine hours available per day onsiteSystem voltage designThe number of battery-autonomy1 daysThe allowable battery depth of dischargeAny system losses, etc.

When selecting SSL equipment, the system designer specifies the size and quality of components, such asThin-film, Mono or Poly crystalline solar cell, MPPT or PWM controller, VRLA GEL or AGM Battery, Warmor Cool type light, etc. The following formulas will help you when making these decisions:

PV Panel Sizing

= × × . 2

× 3

Where, peak sun should be either 4.5 or site specific (derived from geographic coordinates) under no-shade condition. Depending on the hours of shading, peak sun will decrease (for example, a shading timeperiod of 1.5 hours will reduce the peak sun value from 4.5 to 3).

Charge Controller Sizing= ( ) × 1.3 (Safety Factor)

Battery Sizing

( ) = × ×

×

Where autonomy days = 3; System Battery Voltage4 = 12V, 24V or 48V; Depth of Discharge (DoD) = 0.8

1 Battery autonomy refers to how long a period of time a battery can supply power to system loadswithout needing further charging2 No of lamps=1 for stand-alone system3 Loss factor = 0.7 (which indicates total system loss = 30 %)4 12V used for standalone system, and 24V or 48V used for central system



System ExampleFor a solar power system with a 40W LED light that runs from 6pm to 12 am on full power, and from12am to 6am on half of its power, the calculations are as follows:

=(40 × 6 ) + (20 × 6 )

4.5 × 0.7= 114.28

So, the size of PV panel should be the next greater size available in the market.

= 6.5 × 1.3 = 8.45

CC size should be no less than 8.45A. 10A is the usual size available in the market.

( ) =[(40 × 6 ) + (20 × 6 )] × 3

0.8 × 12= 112.5

The size of the battery, for autonomy day=3, should be the next greater size available in the market.



Selection of Lamp Recommended Levels of IlluminationThe rate of converting electrical energy into visible light is called luminous efficacy and is measured inlumens per watt. The types of lamps commonly used for street lighting are listed in Table 5, along withbrief descriptions of each lamps capacities:

Type of Lamp LuminousEfficacy

ColourRenderingProperties5

Lamp life inhours

Remarks

High Pressure MercuryVapour (MV)

35-65lm/W

Fair 10,000-15,000

High energy use, poor lamplife

Metal Halide (MH) 70-130lm/W

Excellent 8,000-12,000 High luminous efficacy, poorlamp life

High Pressure SodiumVapour

50-150lm/W

Fair 15,000-24,000

Energy-efficient, poor colourrendering

Low Pressure SodiumVapour

100-190lm/W

Very Poor 18,000-24,000

Energy-efficient, very poorcolour rendering

Low Pressure MercuryFluorescent Tubular Lamp

30-90lm/W

Good 5,000-10,000 Poor lamp life, mediumenergy use, only available inlow wattages

Energy Efficient FluorescentTubular Lamp

100-120lm/W

Very Good 15,000-20,000

Energy efficient, long lamplife, only available in lowwattages

Compact Fluorescent Lamp 50-70lm/W

Very Good 6,000-15,000 Poor lamp life, low energyuse

Light Emitting Diode (LED) 70-160lm/W

Good 30,000-90,000

High energy savings, lowmaintenance, long life, nomercury. High investmentcost, nascent technology

Table 5. Types of street lighting lamps

Lamp SelectionThe selection criteria for street lights are: light-colour temperature, colour-rendering index, lumenoutput, lamp efficacy, lamp-life in hours, etc. Although there are various technologies available forconventional street lighting, LED technology is preferred for a SSL system. LED technology is evolvingquickly, with significantly less energy consumption when compared to other lighting technologies. Forexample, operating on an average of 10 hours per day, LEDs can have a life span of up to 13 years, andprovide a pleasant light spectrum throughout. The lifetime and performance of a LED lamp depends onthe quality of the LED, the system design, and the operating environment.

5Colour Rendering Index (CRI) is a rating index commonly used to represent how well a light sourcerenders the colours of objects that it illuminates. For a CRI value of 100, the maximum value, the coloursobjects can be expected to be seen as they would appear under an incandescent or daylight spectrum ofthe same correlated colour temperature. The higher the CRI (based on scale of 0 -100), the more naturalthe colour will appear. Sources with CRI value less than 50 are generally regarded as rendering colourspoorly, that is, colours may appear unnatural. A CRI index of 75 or greater is recommended for streetlights.



Recommended Levels of IlluminationTable 6 below will help you determine the best level of illumination for the road type being lit:

Mounting Height of Lights One of the important aspects of designing newsolar street lighting system is to determine theoptimum position of the luminaires and thecapacity of the light sources. This can be doneafter comparing various options. The optimummounting height should be chosen by taking intoaccount the light output of the sources, the light distribution of the luminaires, and the geometry ofinstallation. The mounting height should be greater for powerful lamps, to avoid excessive glare. Table 7.Recommended mounting heights based on road type shows the recommended mounting heights, whileTable 4. Road types and characteristics on page 15 correlates road types common characteristics of eachroad type.

Spacing Space-Height RatioSpacing is the distance, measured along thecentre line of the road, between successive SSLsin an installation. To preserve longitudinaluniformity, the space-height ratio shouldgenerally be greater than 3. For example,distance between two poles of 9m height isrecommended to be greater than 27m on astraight road; see Figure 9 for illustration.

Placement of SSL PolesDepending on the installation site locations, theconfiguration of SSL Lamp Poles is determined byfour fundamental types of light placements:

1. Single-sided placement2. Opposite placement3. Offset arrangement4. Axial arrangement

Type ofRoad Road Characteristics Recommended Level of

Illumination

Ratio ofMinimum/AverageIllumination

A Important traffic routes carrying fasttraffic

30 lux 0.4

B Main roads carrying mixed traffic likecity main roads including cycles

15 lux 0.4

C Secondary Roads with considerabletraffic like slow moving vehicles,shopping streets

8 lux 0.3

D Residential and unclassified roads 4 lux 0.3Table 6. Recommended illumination based on road type

Table 7. Recommended mounting heights based on road type

Type ofRoad

Recommended Height

A or B 7.5 to 10 metersC 7 to 8 metersD Less than 7.5 meters

Figure 9. Spacing and space-height ratio



Single Sided Placement In a single-sided placement (Figure 10), theluminaires are on one side of the road. Thisis recommended only when the width ofthe road is equal to or less than themounting height.

Opposite PlacementIn opposite placement (Figure 11), theluminaires are situated on either side of theroad opposite to one another. This isadvisable for road widths more than 1.5times that of the mounting height.

Offset ArrangementIn an offset arrangement (Figure 12), theluminaires are placed on either side of theroad in a zigzag formation. This isrecommended when the road width is 1.5to 2 times that of the mounting height.

Axial PlacementWith axial placement (Figure 13), theluminaires are placed along the axis of theroad. This is recommended for narrowroads the width of which does not exceedthe mounting height. In this case a singlepole with two light arms is found to bemore economical than mounting two lightpoles.

Figure 10. Single-sided arrangement of poles

Figure 11. Opposite-side placement of poles

Figure 12. Offset arrangement of poles

Figure 13. Axial arrangement of poles



Best Practices for LED Street LightingThe following chart can be used to determine best practices when setting up a SSL system using LEDlighting:

Lamp

ArrangementDesired

IlluminationMounting

Height Road Width Pole Spacing UniformityTilt Angle

(in degrees)

Watt AverageLampOutput

202000lumens

SingleSided 8Lux 6m 7m 15 m 0.5 0

303000lumens Offset 10Lux 7m 10m 15m 0.7 0

404000lumens Offset 15Lux 8m 15m 20m 0.38 0

505000lumens Offset 20Lux 9m 20 m 20m 0.38 5

Table 8. Best practice chart for LED street lighting

Recommended Mandatory SSL Features for AECP ComplianceThe following minimum technical features must be met for AEPC support:

1. The solar PV module sizing shall be done as per AEPC design guidelines (see Solar Power SystemDesign on page 16), and the selected product must be RETS certified6.

2. The solar deep cycle battery sizing shall be done as per AEPC design guideline and the selectedproduct must be RETS certified. The solar battery design for the stand-alone SSL systems must bemaintenance free (GEL or AGM) type.

3. The Solar charge controller must be of either MPPT or PWM technology. The intelligent controllermust have in-built circuit for night-light management.

4. The efficacy of the LED light must be minimum 100 Lumens per Watt.5. The minimum value of Colour Rendering Index (CRI) of LED light must be 70.6. The view angle of individual LEDs must be a minimum of 120 degrees.7. The minimum lifespan of the selected LED must be 50,000 hours.8. The light fixture shall meet minimum Ingress Protection (IP65) for outdoor use.9. The LED light colour temperature shall be in the range of 3,000K to 5,000K.10. The SSL metal pole and all metal hardware must be hot deep galvanized, having a galvanization

thickness of a minimum 80 microns.11. The selected light pole and structures must withstand wind speeds of above 170 km/hr.

SSL Operation MaintenanceThe most common reasons for inefficient street lighting systems in municipalities are:

The selection of inefficient luminairesPoor technical design and installationThe choosing of poor quality powerPoor operation & maintenance practices

6 Renewable Energy Test Station (RETS) is an autonomous body governed by “RENEWABLE ENERGY TEST STATIONRULES 2063” framed under clause 31 of Nepal Academy of Science and Technology (NAST) Act 2048. Seewww.retsnepal.org.

http://www.retsnepal.org/



Proper SSL maintenance can be classified as either breakdown maintenance or preventive maintenance.As part of preventive maintenance, the operator should:

Check and fix the cable connections of individual components of the systemLook for early signs of cable faults, replace as neededCheck the controller settings for proper operationReplace any defective LED with a new one,Check the battery voltage of solar panels, and clean frequently to remove dust and physicalparticles (hard shading).

The breakdown maintenance of any component shall be carried out immediately after a component fails,and by shutting down the entire unit before damage to the entire system occurs.

In addition to proper maintenance, it is important to have a good instruction manual for your SSL system,for example, an Operations, Instruction & Maintenance manual, written in both English and in the locallanguage. This document should be provided by the Contractor, and contain the following minimumdetails:

The basic principles of photovoltaic systems and operationA detailed block diagram / schematic of the SSL System - its components, PV module, battery,electronics and luminaire and expected performanceType, voltage and capacity of the system batteryLight type, size and technical characteristics of the system LEDsDescription of any system indicators, for example, lights on a charge controller.Clear instructions about the erection of poles and the mounting of PV modules, to include thelamp housing assemblyClear instructions for regular maintenance and trouble shootingDO's and DONT'sContact information on the person responsible for repair, especially in case of emergency andduring after-hours

Electrical SafetyJust as with handling any other electrical system, safety should come first. The operator working withelectricity should use hand gloves, helmet, and boots dependant on the type of work being performed(DC, single-phase or triple-phase electrical work).

Note: metal items such as watches, rings or necklaces should not be worn near electrical components.The operator should avoid contact with uninsulated power lines and buried electrical conductors.Operators will follow all component manufacturer instructions for safe operation of the SSL system.

Electrical ProtectionIn addition to general electrical safety, specific protections must be taken for SSL systems:

Adequate no-load protection, for example, when the lamp is removed and the system is switchedto ONProtection against battery overcharge and deep discharge conditionsProtection against short circuit conditions (fuse)



Protection for reverse flow of current through PV modulesProper temperature compensation when charging batteries throughout the year (electronics)Protection against reverse polarity conditions (battery)Load reconnect should be provided at 80% of the battery capacity status

Mechanical ComponentsA corrosion resistant metallic frame structure should be fixed on the pole to hold the PV moduleThe frame structure should be adjustable, for example to adjust the angle of inclination to thehorizontal between 0 - 45 degrees, so that a module can be oriented at a specified tilt angleThe pole should be made of Galvanised Iron (GI) pipeThe pole should have a provision to hold the luminaireThe lamp housing should be waterproof and painted with a corrosion-resistant paintA vented, acid proof and corrosion-resistant box (locking, for outdoor use) should be used tohouse the battery

General DiagnosticsUse Table 9 below to troubleshoot problems with any SSL system:

Table 9. Troubleshooting chart for SSL

Fault Possible Reason RemedyLight source not lit The environmental light is

brighter than system lightingThe light source will light-upwhen the brightness of theenvironmental light falls below acertain illumination

The light source is dead Replace with same model lightsource

The output circuit is open, shortcircuited, or earth connected

Check that the output circuitconnection is correct

The storage battery has an opencircuit

Check for correct connection ofthe battery

The fuse has tripped Replace with the same modelfuse

The voltage of the storagebattery is below 11V

1. The days of overcast andraining day is longer than thedesign time – will recoverautomatically in sunny day.2. The battery is short of voltagecaused by an open circuit orshort circuit of the solar panel3. Voltage shortage or damagecaused by short circuit of thebattery

Insufficient lighting Something is wrong with thecharge controller

Perform maintenance on thecontroller or replace with thesame model controller



Advantages of SSL LED Technology

Easy installation and very little maintenance required once installed

No wiring from grid power and no high-voltage electric danger

Better colour rendition and night-time visibility

Environmentally friendly (pollution-free, self-contained, reliable, quiet, etc.)

Low long-term costs (in maintenance, operations, etc.)

Highly efficient lighting (with newer controllers)

Uniform light distribution on the road (no hot spots or glare)

Mercury-free LED construction (safe for landfills)

25

Section 3. Procurement Guidelines for SSLThe following section defines the process of public procurement per PPA 2063 and PPR 20647.

Preamble from PPA 2063The PPA 2063 preamble states that the maximum returns of public expenditures should proceed in aneconomical and rational manner by promoting competition, fairness, honesty, accountability andreliability in the public procurement process.

In addition, the preamble states that we should ensure good governance by enhancing the managerialcapacity of procurement of public entities in procuring, or causing to be procured, construction work andprocuring goods, consultancy services and other services by such entities and ensure the equalopportunity for producers, sellers, suppliers, construction entrepreneurs or service providers toparticipate in the public procurement processes without any discrimination.

Public Entity, DefinitionAny entity which is operated by the Government of Nepal and receives loans and/or grants fully or inmajority from the Government of Nepal (Constitutional organ or body, Court, Ministry, Secretariat,Commission, Department of the Government of Nepal or any other Governmental Entity or Office thereunder, Local Bodies, Corporation, Company, Bank, University, College, Development Board etc.)

Procurement Guidelines in DetailThe following types of procurement are described here, and guidelines for each type are made availableto help you through the different processes:

Procurement of Goods, Works, or ServiceConsultancy ServiceOther Service

Procurement Methods (from PPA 8)For procurement of goods, construction works or other services, use the following guidelines:

SN Procurement Method Amount of Procurement (Cost Estimate) Notice Days1 By inviting open bids

at international level(ICB)

Local Suppliers not available, no bid was submitted inNCB, under an agreement entered into with a donorparty, Goods or Construction works, being of complex andspecial nature, have to be procured through an ICB

45 Days

2 By inviting open bidsat national level (NCB)

Above 1 Million for Goods, Above 2 Million for Works 30 Days

3 By inviting sealedquotations (SQ)

Below 1 Million for Goods, Below 2 Million for Works 15 Days

4 By procuring directly(DS)

Below 3 Lakhs (0.30M.) for Goods, Below 5 Lakhs (0.50M.)for Works

7 Days

5 Users committee orbeneficiary group

Below 60 Lakhs (6 Millions) As needed

6 Force account(Amanat)

Any construction works to becarried out directly by a public entity

As needed

Table 10. Procurement guidelines per PPA 8

7 As published by the Government Of Nepal, Office Of The Prime Minister and Council of Ministers,Public Procurement Monitoring Office (PPMO). See www.ppmo.gov.np for more information.

http://www.ppmo.gov.np/

Section 3. Procurement Guidelines


The Procurement Process for Goods, Works ServicesThe following outline describes the procurement process for goods, works and services and also gives youthe order in which tasks are completed. Many of the documents and forms mentioned below can befound on the Public Procurement Monitoring Office (PPMO) website; see www.ppmo.gov.np for moreinformation.

1. Preparation of Annual Procurement Plan (beginning of the Fiscal year, Accumulation ofProcurement nature all goods and services from annual Program)

2. Preparation of Technical Specification

3. Preparation of the cost estimate for procurement

4. Preparation of Bidding Documents (Sealed quotation forms, Prequalification forms or Tenders orpreparation of documents relating to consultancy service proposals. Sample for Solar (Goods)

5. Publication of notice inviting sealed quotations, prequalification proposals, tenders orconsultancy service proposals

6. Notice is the one section of the Bidding Document

7. Opening of sealed quotations, prequalification proposals, tenders or consultancy serviceproposals.

8. Evaluation of sealed quotations, prequalification proposals, tenders or consultancy serviceproposals.

9. Opening and Evaluation of Financial Proposals of Consultancy services only

10. Acceptance of sealed quotations, prequalification proposals, tenders or consultancy serviceproposals-7 days’ notice to selected bidders and CC to non-selected bidders. (After 30 Days for upto 100 Million and 45 Days above 100 Million cost estimate)

11. Notice for Contract – 15 days’ notice to Selected Bidder

12. Entering into contract-Template of Contract is a part of Bidding Document which is alsoprescribed by PPMO. Contract form is the one section of Bidding Document.

13. Commencement of work- within time frame of Contract (time may be extend as per mentioned inthe contract document)

14. Completion of Procurement-Goods Received or Work Completed-invoice received

15. Inspection and Acceptance of goods-Technical verification of Quality and quantity of the goodsare received as per Specification or not

16. Store Entry-Confirmation of Goods received or installed

17. Final payment by the Finance Department (After Retention, Advance, TDS (Normally 1.5%) etc.

18. Request for Grants from AEPC/NRREP with Approved Work Completion Report

http://www.ppmo.gov.np/



19. Grants Disbursed by AEPC/NRREP after verification of Technical aspect and Procedure Aspect asper MoU (Agreement) between AEPC and Concerned Body

The Procurement Process for Consultancy ServiceBelow are the methods to be selected:

1. Quality and Cost -based Selection method (QCBS)

2. Quality Based Selection Method (QBS)

Note: use this method when the nature of the consultancy services to be procured areexceptionally complex, or such services are likely to have considerable impact on future projectsor the national economy.

3. Budget Ceiling Selection Method (BCS)

4. Least Cost Selection Method (LCS)

Consultancy Services Procurement GuidelinesFor procurement of consultancy services, use the following guideline:

SN Procurement Method Amount Notice Days1 By requesting Competitive

ProposalsAbove 3 Lakhs (0.30 Million)

1.1. Issue LOI-National LevelNewspaper for Shortlisting

Above 10 Lakhs to 30Millions

15 Days

1.2 Issue LOI-International LevelNewspaper for Shortlisting

Above 30 Million 30 Days

1.2 Issue RFP to Qualified ShortlistedFirms

Above 1 Million to 30 Million 30 Days for National and 45 Daysfor ICB

1.3 Issue RFP to Listed (From StandingList, if Prepared earlier) QualifiedFirms

0.30 M. to 1 Million 15 days or Provide time to PrepareProposals (Technical and Financial)

1.4 Issue TOR to Listed (StandingListing) few firms (3 Firms)

Below 0.30 Million 7 Days or Provide time to PrepareProposals (Technical and Financial)

2 Through Direct Negotiations:Special Trainings, symposiaand seminarsHigher level of expertise isrequiredConsultancy is needed for ashort period of time or timeis short for the appointmentof a consultantOnly some consultants arequalified to perform therequired task

Up to NRS 100,000-Chief of the PublicEntityAbove NRS 100,000-with the approval ofone level higherauthority

Table 11. Consultancy service procurement guidelines



The Procurement Process for ServiceThe following outline describes the procurement process for services, and also gives you the order inwhich tasks are completed:

1. Preparation of TOR for Service Need2. Preparation of Cost Estimate3. Shortlist to be prepared by soliciting EOI openly (Above NRS 0.30 Million)-Min. 15 Days for National

Level EOI and 30 Days for International-Level EIO:i. Call for Proposal : Min 15 Days for Below 1 Million, Min 30 Days for between 1 Million to

30 Million Cost Estimateii. The name and address of the Public Entityiii. The nature of the services to be procured, the time and place when and where the

services are to be provided, the terms of reference of the services, the task to becompleted and expected outputs

iv. Instructions to proponent to prepare proposalv. Matters that the technical and the financial proposals have to be sealed in separate

envelopes, each of which has to clearly indicate the type of proposal outside it and thatboth envelopes have then to be sealed in a separate envelope and that the requiredservices have to be mentioned thereon

vi. Technical and financial evaluation weightage (80/20 or 70/30 or 90/10 etc.)vii. The criteria and weightage marks for the evaluation and comparison of proposal (see

Table 12. Criteria and marks for evaluating proposals on page 29)viii. Conditions of the procurement contract

ix. The place, date and time for the submission of proposalsx. Method for the selection of proposals. Statement that proposals shall not be processed in

the event of conflict of interest and information relating to legal action if fraud orcorruption is committed

xi. Provision that a proponent may make an application for review, against any error ordecision made by the Public Entity in carrying out proposal proceedings

xii. Other matters as prescribed4. Opening of Technical Proposals5. Evaluation of Technical Proposal6. Notice to Bidder:

a. Request for participation for opening Financial Proposal-Min 7 Daysb. Rejection Letter for non min scorer (Failed) proposals

7. Opening of Financial Proposal8. Evaluation of Financial Proposal and Letter to Bidder for Agreement-15 days Rejection of Proposal

and Cancellation of Procurement Proceedings:If all the received proposals are not substantially responsive to the terms of reference,If the cost offered by the selected proponent is substantially more than the cost estimate andavailable budgetIf the consultancy service is no longer required orIf it is proved that the proponents have submitted the proposal by mutual collusions

9. Negotiations with the Proponent:- Except remuneration of professional experts10. Procurement Contract to be concluded



11. Completion of Procurement Contract-work completed-invoice received12. Inspection and acceptance of reports, approval of Final Report13. Final payment by the Finance Department (After Retention, Advance, TDS (Normally 1.5%) etc.14. Monitoring the Service performed and Evaluation

Provision for Direct Procurement: Goods and Service (from PPA 41)a. Low-value procurement valuing up to the prescribed amount (Below NRS 0.30 Million)b. If only one supplier or construction entrepreneur or consultant or service provider has the

technical efficiency or capacity to fulfil the procurement requirement,c. If only one supplier has the exclusive right to supply the goods to be procured and no other

appropriate alternative is available,d. If additional goods or services of proprietary nature within the prescribed limit is to be procured

from the existing supplier or consultant or service provider after it has been proved that if theexisting supplier or consultant or service provider is changed to replace or extend existing goodsor services or the spare parts of the installed machine the goods or services existing in the PublicEntity cannot be replaced or changed,

e. If the most necessary construction works, goods or consultancy services or other services withinthe limit as prescribed but not included in the initial contract due to failure to foresee anddifficult to be completed by separating from the initial contract due to technical or financialreasons, is to be procured.

f. If the service of a particular consultant with his unique qualifications is immediately needed forthe concerned work or where the service of same consultant is indispensable.

g. Similar rate and Quality Goods (Petrol, Diesel, Kerosene, Cooking Gas etc.)

Criteria MarkExperience of consultants in the task to be performed by consultants Max.10%The quality of proposed methodology for the performance of task by the consultants 20-50%The qualification of the proposed key human resource 30-60%Provision of knowledge and technology transfer Max. 10%The details of key Nepalese human resource proposed for the performance of task(only for ICB)

Max. 10%

Total 100Minimum Pass Park for Technical Proposal 50 to 80

Table 12. Criteria and marks for evaluating proposals



h. Special circumstance has created a situation in which, if a procurement is not made immediately,the Public Entity will sustain further loss, the Public Entity may procure or cause to be procuredimmediately (PPA 66):

For (b), (e) and (f) case: as per the decision of the supreme executive body of that entity(For Local Bodies)For Constitutional organ or body, Court, Ministry, Secretariat, Commission, Departmentof the Government of Nepal or any other Governmental Entity or Office thereunder: asper the decision of Government of Nepal, Council of Ministers, on recommendation ofthe following committee:

a) Chief Secretary, Government of Nepal -Coordinatorb) Secretary, Ministry of Finance -Memberc) Secretary, Concerned Ministry -Memberd) Financial Comptroller General -Membere) Chief, Public Procurement Monitoring Office –Member

Tender Document Fees (from PPR 48)The following table lays out fees for particular tenders:

Table 13. Tender document fees by amount

Validity Period for Tenders Proposals (from PPR 54)Cost Estimate Range (in NPR) Validity PeriodUp to 100 Million 90 daysOver 100 Million 129 days

Table 14. Validity periods for tenders

Tender Amount Fees in NRSBelow 10 Lakhs 30010 to 60 Lakhs 1,00060 Lakhs to 600 Lakhs 3,000600 Lakhs to 1000 Lakhs 5,0001000 Lakhs to 25,000 Lakhs 6,00025,000 Lakhs and Above 10,000Prequalification Document (PPR 34) 1000 to 15000EOI & RFP for Consultancy Service None

Annexes


AnnexesThe following samples and forms are referenced in this document, and are provided here for yourconvenience:

Annex 1.1: The AEPC Pre-feasibility Form on page 32

Annex 2.1: Sample EOI for a SSL Project on page 36

Annex 2.2: Sample Procurement Report on page 40

Annex 2.3: Sample Working Procedure for the PPP SSL Committee on page 58

Annex 2.4: Sample SSL Project Contract on page 65

Annex 3.1: Sample Call for EOI for Advertising on SSL Poles on page 98

Annex 3.2: Sample Advertising Contract for SSL Project on page 102

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Annex 1.1: The AEPC Pre-feasibility Form

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Annex 2.1: Sample EOI for SSL Project

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Annex 2.2: Sample Procurement Report for SSL Project

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Annex 2.3: Sample Working Procedure for the PPP SSL Committee

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Annex 2.4: Sample SSL Project Contract

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Annex 3.1: Sample Call for EOI for Advertising on SSL Poles

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Annex 3.2: Sample Advertising Contract for SSL Project

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